# E-Way Bill Requirement Checklist for Dispatch Teams > Source: https://netray.co/tools/e-way-bill-requirement-checklist-india > Publisher: Netray (netray.co), AI and integration engineering for ERP and manufacturing systems. > Section: Free Tools ## Short answer A practical pre-dispatch checklist for e-way bills: value limits, mandatory data, vehicle details, validity, extension and cancellation. ## Category regional ## Erp Any ERP ## Industry Manufacturing ## Region India ## Audience - Dispatch supervisor - Logistics manager - Tax manager ## Tool **Kind:** checklist **Groups:** #### Do you need an e-way bill **Items:** **Text:** Consignment value for the invoice or delivery challan exceeds the threshold applicable to the movement, taxes included **Critical:** true Checked whether the movement is inter-state or intra-state, since intra-state thresholds and rules differ by state Confirmed that the goods are not on the exempted list such as certain non-GST items Confirmed that the mode is not a non-motorised conveyance, which has its own exemption **Text:** Inter-state movement of goods for job work checked, because it needs an e-way bill regardless of value **Critical:** true Multiple invoices to the same consignee in one vehicle considered for a consolidated approach **Text:** Branch transfers and stock transfers treated as supplies for e-way bill purposes **Critical:** true #### Part A: consignment data **Items:** **Text:** Supplier and recipient GSTINs are correct and active **Critical:** true **Text:** Place of dispatch and place of delivery pincodes entered, because distance is computed from them **Critical:** true Invoice or challan number, date and total value match the tax document HSN code entered with the digit length required for your turnover Taxable value and each tax head (CGST, SGST, IGST, cess) entered consistently Reason for transportation selected: supply, job work, own use, exhibition, line sales, recipient not known and so on Transaction type selected correctly: regular, bill-to ship-to, bill-from dispatch-from, or combination #### Part B: transport data **Items:** Transporter name and transporter ID recorded when a third party moves the goods **Text:** Vehicle number entered in the correct format before the vehicle leaves **Critical:** true Transport document number and date entered for rail, air or ship movements Mode of transport chosen: road, rail, air or ship Vehicle type chosen as regular or over dimensional cargo, since validity depends on it **Text:** Process defined for vehicle breakdown so Part B can be updated with a new vehicle **Critical:** true #### Validity and extension **Items:** **Text:** Distance recorded as per the portal and validity calculated at one day per 200 km for regular cargo **Critical:** true Over dimensional cargo validity calculated at one day per 20 km **Text:** Alert set before expiry, since extension is allowed only in a window around the expiry time **Critical:** true Reasons for extension documented: transshipment, natural calamity, law and order, accident **Text:** Process defined for goods that will not move, with cancellation inside the permitted time **Critical:** true #### Documents in the vehicle and records **Items:** **Text:** Driver carries the invoice or delivery challan, the e-way bill number or QR, and the lorry receipt **Critical:** true E-way bill number written on or linked to the invoice record in the ERP Bill, challan and e-way bill details tie back to GSTR-1 and the stock ledger Records kept of cancelled and expired e-way bills with a reason **Text:** Monthly report built of dispatches above the threshold with no e-way bill number **Critical:** true Trained a backup user who can generate e-way bills when the main user is absent **Scoring Note:** Value thresholds, exemptions and Part B exceptions are set by central and state notifications and change over time. Use this list as a prompt for review and verify the current rules on the e-way bill portal. ## Content **Intro:** An e-way bill is an electronic document that must accompany a movement of goods above the notified value under GST. This checklist helps dispatch, logistics and tax teams confirm the requirement before the truck leaves the gate, not after the vehicle is stopped on the road. **Sections:** #### How to use the checklist **Body:** Run it at three points: when a dispatch order is released, when the invoice or challan is printed, and when the vehicle is loaded. The first group answers the question of whether an e-way bill is needed at all. The second and third groups cover the data you must have ready. The last two groups cover validity and the paperwork that travels with the goods. Export the completed list as a record, or use the unticked items as a work queue. #### Rules behind the checklist **Body:** The e-way bill rules sit under the CGST Rules, with Rule 138 as the main provision. The generic trigger is a consignment value above the notified limit, with different treatment for inter-state and intra-state movement. Part A carries the document and party data, Part B carries the vehicle. Validity is measured in days based on distance, one day per 200 km for ordinary cargo, and a generated bill can be extended in a limited window near expiry. Job work, stock transfer and supplies without invoice (delivery challan) are covered too. **Bullets:** - Part A: parties, goods, value, HSN, reason - Part B: vehicle or transport document - Validity from distance, not from the invoice date - Cancellation is possible only in a short window if goods have not moved #### Common mistakes **Body:** Teams most often forget job work and stock transfers because no sale is happening. Another frequent error is entering the wrong pincode, which changes the calculated distance and therefore validity. Some companies generate the bill but update Part B late, or never update it after a breakdown. Others split one large consignment across several invoices to stay under the limit, which invites scrutiny. Build an exception report from your ERP that lists dispatches above the threshold with no e-way bill number. #### ERP notes **Body:** Most Indian ERP setups generate e-way bills either through the GST portal API or through the e-invoice link, where Part A can be prefilled from the IRN. Make sure the ship-to address, transporter ID and vehicle number fields exist on the delivery document. If your plant uses a barcode gate-out step, add a check that blocks gate-out when an eligible dispatch has no e-way bill number. **Cta:** Netray can add a read-only dispatch exception report to your ERP that flags eligible shipments without an e-way bill number before gate-out. **Faq:** #### What is the value limit for an e-way bill? **Answer:** For most movements the limit is a consignment value above Rs 50,000. Intra-state limits can differ by state, and some movements such as inter-state job work need an e-way bill regardless of value. Always confirm the limit that applies on the portal. #### How is e-way bill validity calculated? **Answer:** Validity depends on distance. For regular cargo it is one day per 200 km or part of it, and for over dimensional cargo one day per 20 km. The distance is computed by the portal from the dispatch and delivery pincodes, so correct pincodes matter. #### Can an e-way bill be extended? **Answer:** Yes, the person in charge of the goods can extend the validity within a window around the expiry, for reasons such as transshipment, accident or natural calamity. If the window is missed, a fresh bill may be needed, so set alerts before the bill expires. #### Is an e-way bill needed for a delivery challan? **Answer:** Yes, if the goods move above the threshold or the movement falls under a category that needs one regardless of value, such as inter-state job work. Select the reason for transportation that matches the challan, such as job work or line sales. ## Search terms e-way bill checklist, when is e-way bill required, e-way bill requirements india, e-way bill part a part b, e-way bill for job work, e-way bill document checklist, e-way bill extension rules, e-way bill dispatch checklist --- Talk to an engineer: https://netray.co/contact?intent=erp_ai | Machine catalog: https://netray.co/agent/catalog.json